Working On Campus
Student Employment Handbook
WHEN TO BEGIN
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All students (new or returning) who have a Federal Work Study or Occidental
Work Award are encouraged to begin their on-campus job search as soon as
possible in order to maximize the opportunity to earn their full awards. All
earnings during the period August 18, 2013 through May 10, 2014 will be
applied towards a student’s work award balance, including earnings acquired
during Winter, Spring & Summer breaks.
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Once a student has earned the full amount of his/her award, (s)he will need to
stop working on campus. Financial Aid will notify students when they are close
to exhausting their award Students may contact the Financial Aid Department or
Human Resources at anytime throughout the year to check their award balance.
***Students who do not have a work award may earn up to a maximum of $3,100
for the full academic year (8/18/13 to 5/10/14)
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WORK ELIGIBILITY
All Occidental College students with a work award or International Student status are
eligible to work on campus EXCEPT those who meet any of the following conditions:
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U.S. citizens/permanent resident students who have not completed an INS form
I-9 (required as part of the Immigration Reform and Control Act of 1986);
Foreign students without a work permit or work authorization;
Students who have not applied for a Social Security Number;
Students who are enrolled less than half time or who have withdrawn or
graduated or who are on academic suspension.
Being hired at oxy
Step 1: CHECK AVAILABLE JOBS
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On-campus positions will be posted on the Web at:
http://www.oxy.edu/human-resources/working-oxy/oxy-student-positions
and on the bulletin board outside the Financial Aid Office. Check postings daily
for any new listings. Positions will be listed until filled. The majority of oncampus positions require that a student have either Federal Work Study, Oxy
Work Award, or International Student status. When required, this will be noted
on the job description.
Step 2: APPLY FOR THE POSITION
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Download an employment application from the website at
http://www.oxy.edu/human-resources/forms/student-employment or pick up
one in the Human Resources Office (located in the AGC Administration Building,
Room 114)
Complete and submit the application to the department(s) where you wish to
work. Please note that some departments may require a supplemental
departmental application. A separate application is required for each position
that you apply.
NOTE: You may hold more than one job as long as the total
combined hours for all jobs worked does not exceed
15 hours per week.
Step 3: COMPLETE EMPLOYMENT FORMS
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Once you have been offered a position, your supervisor will submit your Payroll
information using the Electronic Personnel Action Form (EPAF) to the Human
Resources Departments. The EPAF can be found in the myOxy portal. You
cannot begin work until the EPAF has been submitted by your supervisor and
returned with the status of “APPROVED” by the Human Resources Department.
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If you have never worked on campus before, you will need to provide appropriate
documentation to prove your identity and eligibility to work in the United States
(I-9 form), and complete the W4 tax form. To satisfy the requirements of the I-9
form, you will be asked to present ORIGINAL documents. For a complete list of
acceptable documents, log onto:
http://oxy.edu/human-resources/forms/employees.
QUESTIONS, QUESTIONS
How many hours per week can I work if I have an on-campus job?
During the fall and spring semesters, you are allowed to work a maximum of 15
hours per week for all on-campus positions combined. During the fall, spring
and summer breaks, you are allowed to work a maximum of 40 hours per week
for all on-campus positions combined. Earnings during the period August 18,
2013 through May 10, 2014 will be charged against your work award. Once
you have “exhausted” your award, you may become ineligible to continue
working on campus during the academic year.
Do I need to do anything special if I have more than one on-campus job?
YES! If you are working multiple jobs, you will need to coordinate and
communicate with all supervisors a schedule that will not exceed 15 hours per
week combined.
MORE QUESTIONS
How and when will I get paid?
You will have access to an online timesheet found in the myOxy portal. It is here
that you log your hours worked and submit the online form to your supervisor on
a bi-weekly basis. To receive a paycheck, your supervisor must then submit your
hours worked to the Payroll Office through the web-based timekeeping system.
Note that Campus Dining, Facilities Management and Postal Operations use an
alternate method for reporting time. If you are employed in those areas, you must
follow their established procedures.
Paychecks are issued on alternate Fridays for hours worked during the previous
bi-weekly pay period. Your paycheck will be routed to your on-campus PO Box,
or you can have it directly deposited to your bank account by making
arrangements with the Payroll Office (located in the AGC Administration
Building, Room 114).
Even more questions
What do I do if I earn more than my work award?
You will be notified when you are close to exhausting your work award. If you
would like to continue working beyond your award allocation, you will need to
make an appointment with a Financial Aid Counselor to request an increase in
your work award. If the request is not approved, your assignment will end once
you have earned your full award. For those without a work award, your
assignment will end once you have earned a total of $3,300 for the academic year.
What kind of benefits am I eligible for as a student employee?
As a student employee you are not covered under Social Security, unemployment
or disability insurance. You are not eligible for holiday pay sick leave and/or
vacation pay. However, students who are not enrolled in summer school and
who work at the College during summer break are covered under Social Security
and disability. Thus, wages earned during the summer break are subject to these
taxes as required by law. Students receiving housing and meals as part of their
summer assignment will be taxed on the monetary value of the room and board.
Student responsibilities
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Notify your supervisor of changes in your work award eligibility. A
change in work award eligibility may effect eligibility to continue
working in an assignment.
Earn no more than your award amount. Once you’ve “exhausted” your
work award, you are no longer eligible to work on campus for the
remainder of the academic year.
Keep your total number of hours worked per week within the 15-hour
limit for all jobs combined.
Students found to have engaged in gross misconduct (i.e. breach of
confidentiality, theft, fraud, etc.) will be terminated and referred to the
Dean of Students Office for disciplinary action.
Additional Student
responsibilities
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Dress appropriately for your work location.
Accurately report the hours that you work each day through the webbased timekeeping system (accessed through the my Oxy portal).
Timesheets must be submitted to supervisor in a timely manner based on
established Payroll deadlines.
Be enrolled at least halftime during the academic year. You must cease
working after withdrawing, graduating from school or dropping below
half-time status.
Report to work promptly, ready to begin work.
Notify your supervisor as soon as possible and no later than the beginning
of the scheduled work shift, when you are unable to work.
Refrain from conducting personal business during work hours.
Demonstrate cooperative and positive work behaviors.
Perform you work in a satisfactory manner.
Discuss problems with your supervisor as they arise. Your employer will
be understanding and interested in working toward a solution.
Student employment
resources
Please read this handbook carefully and bookmark it for future reference. If,
after reading this information you have questions, feel free to contact Human
Resources at (323)259-2945 or ksalce@oxy.edu. Walk-ins are also
welcome Monday – Friday between 9:00 am and 4:00 pm (we’re located in
Lower Coons/Room 114).
July 23, 2013